How Shape.tech Built a Compliance Tracking Tool for a Regulated Marketing Agency

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At Shape.tech, we help businesses streamline their workflows with custom-built software. A health and pharma-focused marketing agency approached us with a challenge: they needed a way to track project progress against strict industry regulations.

Compliance in this sector isn’t optional — every campaign must follow a detailed checklist and pass through approval processes. Their existing methods were manual, inconsistent, and made it hard to ensure every team member followed the same steps. They needed an internal tool that enforced compliance across all projects.

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Our Solution

We designed and developed a custom web app tailored to the agency’s exact workflows. Key features included:

• Regulatory Checklist Tracking: Every project is linked to a step-by-step checklist, ensuring nothing is missed.
• Approval Processes: Built-in approval workflows to guarantee each stage is signed off before moving forward.
• Google Workspace SSO: Simple and secure login using the organisation’s existing Google Workspace accounts.
• Role-Based Access Control: Different levels of access for team members, managers, and compliance officers.
• Branded UI: A clean, professional interface aligned with the agency’s brand, making adoption seamless.

Results

• Streamlined Compliance: Every project now follows the same approved workflow, reducing the risk of errors.
• Greater Accountability: Clear approval trails mean the team can demonstrate compliance at every stage.
• Simple, Secure Access: Integration with Google Workspace made adoption easy and secure.
• Tailored to Workflows: The tool reflects the agency’s exact way of working — not a generic solution.

This project shows how Shape.tech can turn complex, regulated processes into simple, user-friendly tools. By combining workflow design, compliance tracking, and secure access controls, we delivered a platform that helps the agency stay compliant without slowing down their work.